Privacy Policy

1. Who we are

ScentStation Machines Ltd operates the website: www.scentstationmachines.com

ScentStation Machines Ltd is registered in England and Wales under company number 16752044.

Email: contact@scentstationmachines.com

Telephone:
07496 310 183
07810 535 956

For the purposes of UK data-protection law, ScentStation Machines Ltd is the controller of the personal information described in this Privacy Policy.

2. Information we collect

We may collect personal information when you:

• Complete an enquiry or contact form
• Contact us by email, telephone, social media or another communication channel
• Enquire about hosting a ScentStation machine
• Discuss a venue partnership or other business opportunity
• Request information about our products or services
• Visit or interact with our website

The information we collect may include:

• Your name
• Your job title
• Your business or venue name
• Your email address
• Your telephone number
• Your business or venue address
• Details about your venue or organisation
• Information contained in your enquiry or correspondence
• Records of our communications with you
• Technical information about your use of the website, such as your IP address, device type, browser type and pages visited, where collected through website technologies

Please do not provide information that is not relevant to your enquiry.

3. How we use your information

We may use your personal information to:

• Respond to your questions and enquiries
• Assess potential venue partnerships
• Prepare proposals, revenue projections or commercial information
• Arrange site visits, installations and servicing
• Manage our relationships with venues, suppliers and business partners
• Provide information about ScentStation products and services
• Maintain business and correspondence records
• Improve our website, services and customer experience
• Protect the security and proper operation of our website
• Establish, exercise or defend legal rights
• Meet our legal, regulatory, tax and accounting obligations

We will not sell your personal information.

4. Our lawful bases for using personal information

Under UK data-protection law, we must have a lawful basis for using personal information. Depending on the circumstances, we may rely on:

5. Marketing communications

We may contact existing or prospective business partners about ScentStation services where permitted by law. Where consent is required, we will obtain it before sending marketing communications.

You may ask us to stop sending marketing communications at any time by:

• Using the unsubscribe option included in a message, where available
• Emailing contact@scentstationmachines.com
• Contacting us using one of the telephone numbers above

We may still contact you about an existing agreement, enquiry, installation or other service-related matter.

6. Who we share information with

We may share personal information with trusted third parties where reasonably necessary, including:

• Website hosting and website-management providers
• Email and communications providers
• Cloud-storage and document-management providers
• IT support and security providers
• Accountants, insurers, solicitors and professional advisers
• Installation, maintenance and technical contractors
• Payment and transaction-service providers, where relevant to our business relationships
• Analytics or website-performance providers, where enabled
• Government bodies, regulators, law-enforcement agencies or courts where required by law

Third parties may only use personal information for the relevant purpose and must handle it securely and lawfully.

We may also disclose information in connection with a sale, restructuring, investment or transfer of all or part of our business.

7. International transfers

Some of our service providers may store or process information outside the United Kingdom. Where personal information is transferred internationally, we will take reasonable steps to ensure that appropriate safeguards are in place, as required by applicable data-protection law.

These safeguards may include:

• Transferring information to a country recognised as providing adequate protection
• Using approved contractual protections
• Relying on another lawful transfer mechanism

You may contact us for further information about safeguards used for international transfers.

8. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected. Our usual retention periods are:

• General enquiries that do not lead to a business relationship: normally up to 24 months after our last meaningful contact
• Prospective venue and partnership discussions: normally up to 36 months after our last meaningful contact
• Current venue, supplier and business-partner records: for the duration of the relationship and normally up to six years afterwards
• Financial, contractual and transaction records: normally up to six years after the relevant financial year or transaction
• Marketing preferences and suppression records: for as long as needed to respect your communication preferences
• Website security and technical records: for a reasonable period based on security and operational requirements

We may keep information for longer where required by law or where it is necessary to establish, exercise or defend legal claims.

9. How we protect your information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration, disclosure and destruction. However, no internet transmission or storage system can be guaranteed to be completely secure.

10. Your data-protection rights

Depending on the circumstances, you may have the right to:

• Ask for access to the personal information we hold about you
• Ask us to correct inaccurate or incomplete information
• Ask us to delete your information
• Ask us to restrict how we use your information
• Object to certain uses of your information
• Ask us to transfer information you provided to another organisation
• Withdraw consent where we rely on consent
• Complain about how we use your information

These rights are not absolute and may be subject to legal exceptions.

To exercise a right, contact: contact@scentstationmachines.com

We may need to verify your identity before responding.

11. Complaints

Please contact us first if you have concerns about how we use your personal information. You also have the right to complain to the UK Information Commissioner's Office.

The ICO's contact details and complaints process are available through its official website.

12. Cookies

Our website may use cookies and similar technologies to make the website function correctly, remember user preferences, maintain website security, understand how visitors use the website, measure website performance and support embedded content or social-media features.

Essential cookies may operate without consent where they are strictly necessary for the website. We will seek consent before using non-essential analytics, advertising or similar cookies where consent is legally required.

More information is available in our Cookie Policy or through the website's cookie settings.

13. Third-party websites

Our website may contain links to third-party websites or social-media platforms. We do not control those websites and are not responsible for their privacy practices. You should review the privacy information provided by the relevant third party.

14. Children's information

Our website and venue-partnership services are intended for businesses and adults. We do not knowingly collect personal information from children through the website.

15. Changes to this Privacy Policy

We may update this Privacy Policy when our business, website, services or legal obligations change. The latest version will be published on this page with an updated revision date.

16. Contact us

Questions about this Privacy Policy or our use of personal information should be sent to: